Executive Assistant to the CEO and CDO & Special Projects Coordinator

Title: Executive Assistant to the CEO and CDO & Special Projects Coordinator 

Reports to: Chief Development Officer

Type: Full-Time/Non-Exempt 

Salary: $70-80k

Location: Stamford, CT

To Apply: Interested candidates should submit a resume, cover letter, and responses to the application questions here available on our Careers page for consideration.

Who We Are: 

buildOn has been uniting people through service and education to ignite a more equitable future since 1991. In the U.S., we mobilize high school students from marginalized communities to transform their neighborhoods through service. Globally, we partner with low-income countries to build schools and provide access to education for children and adults.

To date, our 200,000 U.S. students have contributed more than 2.5 million hours of service to their communities, and we’ve built more than 3,100 schools in eight countries––breaking ground on a new school every two days.

At buildOn, we believe in the power of people to drive change. Every member of our team is committed to impact and solidarity. If you're a changemaker with a passion for service, we want to hear from you.

Learn more about our programs and impact at www.buildon.org/our-work.

Ready to make an impact? Apply today and join us in changing the world through service and education!

Who We’re Looking For:

buildOn seeks a dynamic, highly organized Executive Assistant & Special Projects Coordinator to provide high-level administrative support and coordinate key development-related projects. Reporting to the Chief Development Officer, this role requires exceptional calendar management, strong attention to detail, and the ability to anticipate needs while balancing multiple priorities.

In addition to supporting executive leadership, this position will coordinate development-focused projects, including managing the donor gift process for acknowledgments and matching gifts. As Executive Assistant to the CEO and CDO, this individual will serve as a key point of coordination for internal and external relationships, including interactions with the Board of Directors and Senior Leadership Team.

The Executive Assistant & Special Projects Coordinator will manage complex calendars, coordinate meetings, and oversee travel logistics. This role requires someone who can maintain discretion, communicate effectively, and ensure that administrative operations run smoothly and efficiently.

The ideal candidate is proactive, detail-oriented, and highly responsive, with a strong sense of urgency and the ability to exercise sound judgment in a variety of situations. They will bring excellent written and verbal communication skills, strong organizational abilities, and the capacity to manage projects from conception to completion.

This role will also support operational needs at buildOn Headquarters, helping ensure the effectiveness and efficiency of day-to-day administrative functions.

What You’ll Do

Executive Assistant to the CEO & CDO (50%)

• Manage complex, fast-moving calendars, travel, and logistics with precision and care.
• Anticipate needs, surface priorities, and proactively resolve issues before they become problems.
• Serve as a trusted gatekeeper and partner to the CEO and CDO, balancing access with respect for time and focus.
• Communicate clearly and professionally with board members, major donors, partners, and staff on behalf of senior leadership.
• Prepare and organize materials for National Board and Committee meetings; capture notes and track follow-ups.
• Coordinate scheduling and logistics for Board Committees (Finance, Development, Governance, Marketing).
• Triage inbound requests (email, phone, mail) with sound judgment and discretion.
• Provide operational and clerical support to ensure a smooth, welcoming HQ environment.
• Serve as the day-to-day office manager for buildOn HQ, ensuring a well-organized, welcoming, and smoothly functioning workplace.

Development Support (25%)

• Support planning and execution of special events, including buildOn’s Gala and other fundraising and cultivation events.
• Assist with event logistics, scheduling, materials preparation, and coordination with internal teams and external partners.
• Support donor engagement and stewardship touchpoints connected to events and campaigns.
• Coordinate follow-up actions and next steps from events to ensure timely stewardship and relationship building.
• Support the Development team workflows and special projects that advance fundraising and donor engagement goals.

Gift Process Coordinator (25%)

• Generate timely, thoughtful donor acknowledgements that reflect care for each relationship.
• Maintain clean, accurate donor records in Salesforce; update profiles as needed.
• Track acknowledgements through completion to ensure strong stewardship.
• Accurately code gifts from Classy and offline sources to the correct accounts, campaigns, and Trek groups.
• Partner with Development and Finance to ensure data integrity and smooth gift processing workflows.

Core Competencies:

• PLANNING & EXECUTION: Proactively manages multiple projects simultaneously to achieve collective objectives with strong time management and organizational skills 
• RELATIONSHIP BUILDING: Builds and maintains supportive, trustworthy, mission-driven relationships. 
• ATTENTION TO DETAIL: A commitment to ensuring that information is accurate, complete, accessible, and timely.  
• INCLUSIVENESS: Values and effectively includes diverse perspectives.
• PROBLEM SOLVING: Proactively seeks and analyzes information from various sources to collaborate, solve problems, and make decisions.

What You Bring: 

• Passion for and commitment to the mission and core values of buildOn. 
• Cultural sensitivity and passion for social justice.
• Team spirit, willingness, and flexibility to do "whatever it takes" to achieve our mission.  Excellent oral and written communication skills with an eye for details such as grammar, spelling, and formatting.  
• High degree of organizational skills, time-management skills, and problem-solving ability; a self-starter, and the ability to work independently. 
• Strong interpersonal skills, camaraderie, humility, and respect for others. 
• Ability to handle competing priorities with grace and professionalism in a timely manner.
• Ability to drive for efficiency, attention to detail, resourcefulness, and good judgment.
• Previous experience in office administration is required, bachelor's degree, and prior nonprofit experience preferred. 
• Proficient in all Microsoft Office applications (Word, Excel, and PowerPoint); familiar with Google apps; mail, calendar, and drive required. 
• Prior knowledge and experience with Salesforce CRM strongly preferred. 

What We Offer: 

Join us and enjoy a fulfilling career with the benefits and flexibility you need to succeed.

• Generous Time Off: Four weeks of paid vacation, personal, and sick days; plus paid holidays and two week-long office shutdowns (summer and year-end).
• Comprehensive Health Coverage: 100% employer-paid medical, dental, and vision insurance, plus subsidized deductibles.
• Retirement Benefits: 403(b) plan with employer matching.
• Annual Performance Reviews: With merit-based salary increases.
• Pre-Tax Benefits: Including commuter and FSA options.
• Professional Development: Opportunities for growth and learning.
• Cell Phone Reimbursement: Up to $50 per month.

To learn more about buildOn, please visit our website at www.buildOn.org